Attendance Coordinator V1 Timecard Instructions

Applicable Roles

• HR Admin
• HR Team
• Business Office
• Attendance Coordinator

Contents

Approve Timecards

Add Absence(s)

Override a Schedule

Override Punches

Override Lunch Minutes

Override Worked Hours

Add Comments

Remove Your Approval

Add Row for Multiple Positions (Primary and Ancillary Job) in One Day

To Add Row to Split Absence Codes

Please Note: If your Timecard appears differently than the examples below, then your district has upgraded to SchoolFront's newest version (2.0) of Timekeeping & Attendance. Please refer to this article for instructions: Timecard Management - Approval Process.

Approve Timecards

1. Navigate to Time & Attendance / Timecards

2. Click the black checkbox at the top left of the screen to select all employees that need to be approved, (or find and click each box next to their name separately if you don't want to approve all at once) and click the Timecards button:

   

3. Timecards for the most current Pay Period will appear. To navigate between employees, change the names in the dropdown menu or click "Next":

   

4. Review the Pay Period to ensure that this is the correct Pay Period that you want to view (if not, select the Pay Period from the dropdown):

   

5. Check Approvals column to verify that employee has approved:

   

   • If employee has approved, verify that Time Card is accurate
   • If employee has not approved, contact the employee to approve or, approve on behalf of employee (if appropriate)

6. If the Timecard is accurate, click the Approve button:

   

7. Click Next to continue reviewing Timecards

NOTE: IF THE TIMECARD ABSENCES ARE INACCURATE FOR THE PAY PERIOD:

• Either contact the employee and have them remove their approval from their Time Card (click Remove Approval button): Then have them submit an Absence Request, for instructions please reference: Submitting an Absence Request through Available Forms

  

OR

• Click on Remove Lower Approvals button:

  

• Make the appropriate updates on the Time Sheet using the “Override” columns and then click Approve
  • Note: If the Time Card has absences that are shaded in red, the Absence Requests have not been approved by the employee’s supervisor/manager

Add Absence(s)

1. Find the date(s) you need to add Absence to and click within the line for that day

2.  Click on the Absence Code Override dropdown and select the appropriate Absence Code:

   

   NOTE: If the value doesn’t equal the total hours to be paid for the day, use the Worked Hours Override column and enter in the correct number of hours: 

   

3. When you have completed making updates on a Time Card, click on the Save/Recalculation button and review the Time Card to make sure it is correct:

   

4. If the Time Card is correct, you can either
   1. Click on the Approve button to approve without the employee re-approving
   2. Contact the employee to go back and approve again
      • Approve after employee reapproves

To Override a Schedule

1. Update Schedule In and/or Schedule Out columns with the correct Schedule times:

   

2. If the new override hours equal more than the regular working hours, update the Worked Hours Override box with the new number of hours for the day:

   

3. Click the Save/Recalculate button and the Timecard will refresh:

   

4. Click the Approve button:

   

To Override Punches

1. Type updated punch(s) in In Override and/or Out Override in row requiring updates:

   

2. Click on Save/Recalculate button

   

3. Click on Approve button

   

Note: The system checks for, and prevents, negative accrual balances on overridden punches

To Override Lunch Minutes

(Lunch should automatically deduct 30 minutes after 6 hours worked)

1. Type correct number of lunch minutes in Lunch Override (Minutes) box in row requiring updates

   

2. Click Save/Recalculate button

   

3. Click on Approve button

   

To Override Worked Hours

1. Type correct number of worked hours on a Time Card, type the correct hours in the Worked Hours box in row requiring updates

   

2. Click on Save/Recalculate button

   

3. Click on Approve button

   

To Add Comments

1. Type comments into Comments box in appropriate row
2. If updating any calculations, click on Save/Recalculate button
3. Click on Approve button

To Remove Your Approval

1. If it is determined that a Time Card requires updates after you have approved the Time Card, click on the Remove Approval button

   

2.  Make required updates and click on Approve button

   

To Add a Row for Multiple Positions (Primary and Ancillary Job) in One Day

1. Click on Add Row button

   

2. Update Date

   

3. Select appropriate Ancillary Job on Ancillary Job dropdown list and click "Add"

   

4. Make updates to appropriate row(s) for selected date as appropriate

   

5. Click Save/Recalculate when complete

To Add Row to Split Absence Codes

1. Verify that Pay Period is correct and follow steps 1-3 above
2. Update Absence Code Override and Accrual Amount Override fields:

3. Click Save/Recalculate when complete

Please Note: Deleted punches will show up under history tab